Microsoft PowerPoint Tutorial Level 1.4 In this tutorial, you will learn how to: Plan Planning :

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1 Note: Different computers and different systems operate somewhat differently therefore some directions may not seem clear to you. Please let us know of any places where you see discrepancies. Microsoft PowerPoint Tutorial Level 1.4 In this tutorial, you will learn how to: Plan & create a new presentation Use different views Add a slide Use titles and text Toolbars and hyperlinks Insert graphics (from clip art or other sources) Resize graphics Use objects (i.e. sound, WordArt, Auto Shapes) Use transitions Format Menu Changing Backgrounds Preview the show Print Plan Planning : It is always best to make a plan before you begin your presentation. The content should be the main focus. Make a quick sketch or notes of items you hope to include in your presentation. Note sound and graphics you may want to use. January, 2008

2 2 Starting PowerPoint Open PowerPoint using one of these ways: 1. From the Start Menu, choose programs Microsoft PowerPoint 2. Double click on a PowerPoint shortcut on the desktop if you have one 3. If you already have made a PowerPoint presentation and want to open it, just double click on the presentation from where you have saved it. The following screen (or a similar one) will appear: Mac - Choose Blank Documents and click on OPEN in lower right corner. Note: You can choose a special back ground at this point or they can be added later at any point in creating the document. To Open an existing document, click on Open and Navigate to that document. You can also double click on that document and open it. PC - To open an existing presentation, click on Open an existing presentation and navigate to where it is stored. (You can also just double click on an existing presentation to open it) Choose your slide layout then click OK. Save and name your presentation now.

3 3 Save frequently throughout the creation process by clicking on the little disk icon on the tool bar or Go to the File Menu and choose Save. Use different views PowerPoint views Microsoft PowerPoint comes with different views to help you while you are creating a presentation. The two main views you use in PowerPoint are normal view and slide sorter view. To easily switch between views, you click the buttons at the lower left of the PowerPoint window. Normal view Normal view contains three panes: the outline pane, the slide pane, and the notes pane. These panes let you work on all aspects of your presentation in one place. You can adjust the size of the different panes by dragging the pane borders. Outline Pane Slide Pane Notes Pane Use the outline pane to organize and develop the content of your presentation. You can type all of the text of your presentation and rearrange bullet points, paragraphs, and slides. In the slide pane, you can see how your text looks on each slide. You can add graphics, movies, and sounds, create hyperlinks, and add animations to individual slides. The notes pane lets you add your speaker notes or information you want to share with the audience. If you want to have graphics in your notes, you must add the notes in notes page view.

4 4 Add a slide and Use titles and text You can add text and new slides in the Slide View or the Outline View. Slide View: Adding Text: Click on the text box on your slide to enter text. You may alter the font, font size, and style using the formatting toolbar as you would in Word. New Slide: To make a new slide, choose New Slide from the Common Tasks tools or choose New Slide from the Insert menu. Edit Slide: To edit slides you have already made, drag the scroll bar on the right side of the screen to the slide you wish to edit. Highlight the text you wish to edit. Outline View: Adding text: Click next to the slide icon in the Outline Pane to enter text. New Slide: Press Enter to create a new slide Press tab to add a bullet or indent. To indent further, click tab again. When making bullets, press Shift-Tab to add a new slide. Or.. use the arrow tool to demote (indents) or promote (new slide) the slide. Edit Slide: To edit slides you have already made, click on the slide icon and highlight the text you wish to edit. You can also type text for your presentation and rearrange bullet points, paragraphs, and slides by clicking and dragging in the Outline View.

5 5 Toolbars and Hyperlinks Toolbars: Click on the View menu and choose Toolbars to select the Standard, Formatting, and Drawing toolbars. This will provide you with most of the tools you need for PowerPoint. Toolbars can be customized by clicking and dragging the docking bar (the vertical 3D line at the beginning of a toolbar). You can make your toolbars appear in one or two rows by dragging their docking bar. You can also make a toolbar float (become unattached to the bar) by dragging it to another part off your document. To edit your text- To alter your bullets- To alter the text- Highlight the text you wish to edit. Choose Format Bullets and Numbering Choose Format Font or use the toolbar items for font style, alignment and color. Adding a HyperLink: To add a hyperlink to a web site, type the text you wish to click that will result in launching the website you wish to link to. For example, type Staff Web Page. Highlight the text you wish to be to the link (i.e. Staff Web Page) Rest your mouse in the highlighted text and right click. Choose Hyperlink In the type the file or web page name box type the web address you hope to link to. Note: Include the part of the address. Click OK. The highlighted text should now be blue with an underline.

6 6 Insert graphics (from clip art or other sources) In the Slide View, select the slide and click the area where you want to insert clip art. Click on the Insert Clip Art icon on the Drawing toolbar (if your Drawing toolbar is not showing, click on the VIEW MENU /Toolbars/Drawing), and then click the Insert Clip Art icon. You can also click on the INSERT MENU/Picture/Clip Art. This will open the Clip Art Gallery. Click on a clip art category Tip: Type the name of what you want in the Search for Clips field and press enter to narrow your search. Click on the picture you want, a menu will appear Click the Insert clip button. When you are finished using the Clip Gallery, click the Close or Minimize button on the Clip Gallery title bar To Resize a Graphic 1. Select the graphic by clicking on it (you will see handles). 2. Click and drag the handles to resize the graphic. Use the corner handle to resize the height and width at the same time. 3. The Picture toolbar will appear and you can then edit other clip art attributes. Tip: Use your Drawing Tools to add a border, fill etc. Delete a graphic by selecting and pressing the delete key. Insert a graphic from another source In the Slide View, select the slide and click the area where you want to insert a graphic. Click on the Insert menu. Choose Picture/from File. This will open a dialogue box asking you where your picture is located. Select the picture and click on the insert button. Note: The picture may be rather large and may need to be resized.

7 7 Use objects (i.e. sound, WordArt, Auto Shapes) To insert music or sound on a slide Display the slide you want to add music or sound to. On the Insert menu, point to Movies and Sounds. Do one of the following: To insert a sound from the Clip Gallery, click Sound from Gallery and then locate and insert the sound you want. To insert a sound from another location, click Sound from File, locate the folder that contains the sound, and then double-click the sound you want. A sound icon appears on the slide. A message is displayed. If you want the sound to play automatically when you go to the slide, click Yes. If you want the sound to play only when you click the sound icon during a slide show, click No. To preview the sound in Normal view, double-click the sound icon.

8 8 Slide Sorter View Use transitions In slide sorter view, you see all the slides in your presentation on the screen at the same time, displayed in miniature. This makes it easy to add, delete, and move slides, add timings, and select animated transitions for moving from slide to slide. You can also preview animations on multiple slides by selecting the slides you want to preview and then clicking Animation Preview on the Slide Show menu. To access the Slide Sorter View, click on the View menu and choose Slide Sorter, or click the slide sorter icon on the bottom left corner of the Normal view. You can start your slide show and preview your presentation by clicking Slide Show at any time while you are creating your presentation. Deleting slides: Click the slide you wish to delete and press the delete key. Moving slides: Click the slide you wish to move and drag it to the new location. Adding transitions and Effects: Transitions change how slides move from one slide to the next. First, you must click on the slide you wish to add a transition to. On the Slide Show menu, click Slide Transition. In the Effect box, click the transition you want, and then select any other options you want. To apply the transition to the selected slide, click Apply. Repeat the process for each slide you want to add a transition to. To apply the transition to all the slides, click Apply to All. You can quickly change the transitions and effects when in the Slide Sorter View by selecting another transition or effect from the drop down window. Remember, it will only apply to the slides you have selected.

9 9 Preview the Show: At any time while you are creating your presentation, you can start your slide show and preview your presentation by clicking the Slide Show icon in the bottom left corner next to the Slide Sorter icon. Custom Animation Custom animation affects how the bullets, titles, images and sound appear on the slide. You can alter the order and timing of their appearance or you may choose to alter the effect in which they appear. 1. In normal view, Display the slide that has the text or objects you want to animate. 2. On the Slide Show menu, Click Custom Animation, then click the Effects tab. 3. Under Check to animate slide objects, Select the check box next to the text or object you want to animate. 4. Under Entry animation and sound and Introduce text (if you are animating text), Select the options you want. Repeat steps 3 and 4 for every object you want to animate.

10 10 The Format Menu To Edit a Slide Layout Sometimes you wish to alter the layout of a slide. When on the slide, go to the Format menu and choose Slide Layout. You will be prompted with the Slide Layout Selection screen where you can select a new look. To change the design 1. On the Format menu, click Apply Design Template. 2. Click any of the designs to see a preview of the design. 3. Double-click a design of your choice. 4. Save your presentation. Customizing Color Schemes 1. On the Format menu, click Slide Color Scheme. 2. Click the Custom tab. The Background color scheme box is selected. 3. Click Change Color. The current color is selected on the hexagon. 4. Click a different blue spot at the top of the hexagon, and then click OK. You can see a comparison between the old color and the new color in the bottom-right corner of the window. 5. Change the rest of the options under Scheme colors as desired. 6. Click Apply to All to make the color changes to the entire document. To change the color scheme for all slides 1. On the Format menu, click Slide Color Scheme. 2. Click the first color scheme in the second row. 3. Click Apply to All to make the change to the entire presentation. This darker color scheme is especially effective for use in a darkened room.

11 11 Changing Backgrounds Customizing the background Depending on how you use a presentation, a change in the background may make it easier to see and read the information. Customizing the background allows you to change the color behind every slide. As a rule, it is best to use a color that matches the lighting in the room in which you are presenting. Dark blue is excellent for showing a presentation in a darkened room, while a lighter background is better for a lighted room. To change the background color for each slide On the Format menu, click Background. In the Background dialog box, click the down arrow. You will see several color squares and More Colors and Fill Effects. Click Fill Effects to browse through the available effects. (Click Cancel to return back to the background dialogue box.) In the Background dialog box, Click the down arrow again. Click More Colors to see the variety of colors available. Click the Custom tab to select any color in the color spectrum. (Click Cancel to return to the background dialogue box) Click Apply to all to make any changes apply to the entire presentation. Printing and using notes and handouts When you are ready to print your presentation, use the menu item File and choose Print (or press Control P) The Print window will appear. Choose what you wish to print from the Print What drop down menu. Choose your handout layout if printing handouts you can put 6 slides on a page to save paper.